Inventory Updating 

Instructions for Quiet Zones

2014

Summary 

The Highway-Rail Crossing Inventory Program is a required process, by law, whereby every

crossing in the nation is assigned a Crossing Inventory Number (a six digit number followed by

an alphabetical character) which coincides with inventory information on the Location,

Classification, Physical Characteristics, Traffic Control and Warning Devices, Railroad

Information, and Highway Information that is obtained and recorded in the US DOT National

Highway-Rail Crossing Inventory File, as well as in individual State and Railroad files. The

responsibility for updating the Inventory is that of both the State and the Railroad – each

updating the elements and data fields which are in their purview. Normally, FRA only accepts

updates to the Inventory File from the State and Railroad Inventory Contacts, those individuals

employed by the State or Railroad that are responsible for this activity.

Public Authorities creating or continuing Quiet Zones are required to initially and periodically

update the Inventory File for all crossings in the Zone. Public Authorities are required to

provide current, accurate, and complete Crossing Inventory Forms for each highway-rail grade

crossing (public, private and pedestrian) located within the Quiet Zone. The following Steps

outline the procedure and activities necessary for a Quiet Zone Public Authority, either currently

having or creating a Quiet Zone(s), to perform an Inventory File update for crossings within their

jurisdiction. These Instructions are provided as guidance for that process.

I. Obtain the Current Record On File 

The first step in updating is to obtain a copy of the Current Inventory Record on file for the

crossing(s) within the Quiet Zone. This can be found on the FRA Safety Data Website at

http://safetydata.fra.dot.gov/officeofsafety/. Click on the Crossing Tab. If the crossing number

is known, enter it and obtain the two page Inventory Report for the crossing’s Current Inventory

Record. This copy can be used to indicate the changes and corrections, or alternatively, the

“U.S. DOT Crossing Inventory Form” may be used.

Additional items should also be obtained to aid in the updating process. These include a copy of

a blank Inventory Form (FRA Form F6180.71 (11/99) which is also OMB No. 2130-0017) and

the “Instructions” for completing the Form. The “U.S. DOT Crossing Inventory Form” is

available electronically on FRA’s Website at http://www.fra.dot.gov/eLib/Details/L02727 in an

Adobe Acrobat Reader [.pdf] format and in an Word [.doc] fill-in template version. Use the

Form to refer to the specific type and format of the information required or being updated. (This

Form may also be used to submit updates in hardcopy.)

The “Instructions” for completing the Form are located on the Inventory Program Webpage at
Inventory Updating 

Instructions for Quiet Zones

2014

http://www.fra.dot.gov/Page/P0111. This page will also provide information on the inventory 

contacts for the appropriate State and Railroad for the crossings in the Quiet Zone.

These are located under the section entitled “Contact Lists.” These are the individuals that are

responsible for submitting Crossing Inventory updates to FRA.

II. Perform a Site Survey and Contact Highway/Railroad Officials

Once the current inventory records have been obtained for the desired crossing(s), a site survey

must be conducted to verify and update the information. Additional research may be necessary

to obtain current traffic counts from local traffic engineers/officials and current train counts from

railroad officials, as well as other railroad data. The Current Inventory Record printout can be

marked-up by crossing out incorrect data and indicating the changes or corrections. Be sure to

indicate the Effective Date of the changes, or if that is unknown, use the date of the site survey.

The Public Authority performing this activity needs to give special attention to the following

items to insure that this data is correctly provided:

Part I

A. Initiating Agency Insure that this indicates the “State”

C. Reason for Update Check or circle “Changes in Existing Data”

D. Effective Date Indicate the date that the data was obtained

23. Latitude Get actual GPS reading, if not already “Actual”

24. Longitude Get actual GPS reading, if not already “Actual”

25. Lat/Long Source Must be “Actual”

31. Emergency Contact Telephone number posted at the crossing

32. Railroad Contact Telephone number for Railroad Inventory Contact

33. State Contact Telephone number for State Inventory Contact

Part II

1. Number of Trains Check with the Railroad for current train counts

Part V

5. AADT Obtain the Average Daily Traffic count for the current year, or you 

may use the pervious year, but no older. Also, indicate the year of 

the count data.

7. School Buses Indicate the Average Number of School Buses over the crossing 

per school day.

For the balance of the data fields, indicate the changes/corrections as appropriate. Refer to the

“U.S. DOT Crossing Inventory Form” and the “Instructions” for the information required and the
Inventory Updating 

Instructions for Quiet Zones

2014

correct format. For example, if Gates are present, “Yes” is not the correct information; the

number of gates (arms) is required.

If there are absolutely no changes in the data, then write “No Changes” in the upper right hand

corner and change the Effective Date to January 1st of the current year.

III. Forward the Forms to the State Inventory Contact

Contact the State Inventory Contact to inform him (her) that updated crossing inventory

information is being forwarded to him with a cover letter. Request that the update be expedited

and forwarded to FRA for processing. Also, send a copy to the Railroad and copy both the

railroad and FRA on the transmittal letter. Request that the State Inventory Contact copy you

when the updated record(s) is forwarded to FRA. It will take about three months from the date

that the State forwards the updated record to FRA for this new information to appear in the

National File.

If the State or Railroad fails to provide needed information, or if the State fails to forward an

updated crossing inventory record to FRA in a timely manner, that is within 30 days, then the

Quiet Zone Public Authority filing the updated information may send the updated Inventory

Form directly to the Associate Administrator for Railroad Safety, Federal Railroad

Administration, 1200 New Jersey Ave., SE, RRS-1, Washington, DC 20590.

CONTACT FOR ASSISTANCE

If you need additional information about the Inventory updating process, need assistance, or

have any questions, please contact:

Jo Ann Scott, Program Analyst

Crossing Safety and Trespass Prevention Division

U.S. Department of Transportation

Federal Railroad Administration (RRS-23)

1200 New Jersey Avenue, S.E., W33-476

Washington, DC 20590

Main Number: 202-493-1368

Email: jo_ann.scott@dot.gov